Personal Assistant

2 weeks ago

Ottawa, Canada Foreign & Commonwealth Office Full time

Job Description (Roles and Responsibilities) 1

Underpinned by the UK Defence Engagement Strategy, British Defence Liaison Staff (BDLS) contributes to the OneHMG Canada Country Plan and aims not only to maintain, but to strengthen, bilateral defence relationships between the two countries.

The job holder will deliver effective and efficient support to the DA and the DDA to enable them to concentrate on their primary duties. The job holder will also provide limited administrative support for other MOD military and civil staff serving in Canada. The job holder will act in a manner that complements the organisation and ethos of the British High Commission, Ottawa.

The job holder reports to the Chief of Staff (COS), who will be the First Reporting Officer, and the Defence Adviser, who will be the Countersigning Officer.

Roles and responsibilities:

- To provide administrative and secretarial support to both the DA and the DDA, accurately maintaining the Forward Planner and Diary with three months viewing of the programme ahead.
- To prepare, maintain and report expenditure against Defence Representational Expenditure (DRE) for DA and DDA, sending returns to Staff Support Assistant in a timely manner.
- To liaise and work with the High Commissioner’s Chief of Staff around diary issues and alignment. Attend weekly meetings with COS and any periodic meetings with EA’s from across the Network.
- To update the Canada Network (CANET) event calendar with significant BDLS events on a monthly basis. To liaise and work with other government departments on the platform where events involve mutual cooperation.
- To act as occasional back-up for other Admin Staff during periods of leave, etc.
- To maintain a database of key defence and security contacts within both UK and Canadian organisations and communities (the Stakeholder Map).
- To administer and assist in the planning of defence VIP/senior officer visits to Canada.
- Other occasional tasks as directed by DA/DDA/COS, including help in the organisation and execution of the annual Exchange Officer conference and associated reception.
- Multitasking at pace is the norm.

Resources managed (staff and expenditure):
Annual DRE delegated budget

Essential qualifications, skills and experience 1
- Competent with Office 360 software programmes and apps, including Word, Excel, PowerPoint, MS Teams and OneNote.

Desirable qualifications, skills and experience 1
- Extant UK Government Security Clearance (SC).
- Prior experience working within military administration.
- A background in the PA role is particularly desirable.
- Prior financial responsibility and budgetary management.
- Experience of large scale meeting/conference organisation.
- Any experience with website maintenance and digital media for corporate communications.
- Required behaviours 1- Seeing the Big Picture, Changing and Improving, Managing a Quality Service, Delivering at Pace, Communicating and Influencing, Working Together Application deadline 1
- 21 December 2023

Grade 1
- Administrative Officer (AO)

Type of Position 1
- Full-time, Permanent

Working hours per week 1
- 37.5

Region 1
- Americas, Caribbean & Overseas Territories

Country/Territory 1
- Canada

Location (City) 1
- Ottawa

Type of Post 1
- British High Commission

Number of vacancies 1
- 1

Salary Currency 1
- CAD

Salary 1
- $4,759.95 monthly ($57,119.44 annually)

Start Date 1
- 15 April 2024

Other benefits and conditions of employment 1

**Working patterns**:
The British Embassy Network offers a strong benefits package. This package includes generous vacation and leave time, flexible working patterns, and enriching learning and development opportunities.

BDLS, in line with general High Commission practice, has currently adopted a hybrid pattern of working, mixing between home and office. Applicant is expected to appear in person for approx. 60% of week but working from home is permitted and encouraged when realistic to do so.

Occasional out of normal working hours attendance at BDLS sponsored events is expected.

**Learning and development opportunities**:
Standard set of FCDO mandated induction courses on arrival.

Opportunities as they arise during tenure.

Additional information 1

Must have the legal status to live and work in Canada.

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